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Sport and Recreation Facilities – User Guide
January 2019
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 2
CONTENTS
1. INTRODUCTION ........................................................................................................... 3
1.1 SPORT AND RECREATION UNIT ......................................................................... 3
1.2 MAINTENANCE REQUESTS ................................................................................. 3
2. FACILITY ACCESS ....................................................................................................... 4
2.1 LICENCE AND LEASE AGREEMENTS .................................................................. 4
2.2 SEASONAL ALLOCATIONS ................................................................................... 6
2.3 PERMITTED USE ................................................................................................... 6
2.4 PRE-SEASON ALLOCATIONS ............................................................................... 7
2.5 SPECIAL EVENTS ................................................................................................. 8
2.6 FEES & CHARGES ................................................................................................ 8
2.7 HIRE AGREEMENTS ............................................................................................. 8
3. FACILITY MANAGEMENT ............................................................................................. 9
3.1 ALCOHOL CONSUMPTION ................................................................................... 9
3.2 NO SMOKING ........................................................................................................ 9
3.3 FOOD HANDLING .................................................................................................. 9
3.4 ENVIRONMENTALLY SUSTAINABLE PRACTICES ............................................ 10
3.5 SIGNAGE ............................................................................................................. 10
3.6 RISK MANAGEMENT ........................................................................................... 11
4. FACILITY MAINTENANCE .......................................................................................... 12
4.1 MAINTENANCE SCHEDULE ............................................................................... 12
4.2 FACILITY INSPECTIONS ..................................................................................... 13
4.3 SPORTSGROUND INSPECTIONS ...................................................................... 14
5. FACILITY DEVELOPMENT ......................................................................................... 15
5.1 CAPITAL WORKS PROGRAM ............................................................................. 15
5.2 CLUB WORKS ...................................................................................................... 15
5.3 CAPITAL CONTRIBUTIONS ................................................................................ 16
6. CLUB DEVELOPMENT ............................................................................................... 17
6.1 HOBSONS BAY CITY COUNCIL .......................................................................... 17
6.2 OTHER RESOURCES .......................................................................................... 18
APPENDIX 1: MAINTENANCE SCHEDULE (EXAMPLE) ................................................... 19
APPENDIX 2: RISK MANAGEMENT CHECKLIST ............................................................. 24
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 3
1. INTRODUCTION
The Sport and Recreation Facilities – User Guide has
been established to provide sport and recreation clubs
and other user groups with essential information
regarding their use of Hobsons Bay City Council
facilities.
This guide applies to all Council managed sport and
recreation facilities including pavilions, sportsgrounds,
tennis and netball courts, cricket nets, floodlights and
associated facilities such as car parks and open space.
It is recommended that clubs read this guide in
conjunction with their occupancy agreement to ensure
that they fully understand the role and responsibilities
of both the club and Council in the management and
use of sport and recreation facilities in Hobsons Bay.
1.1 SPORT AND RECREATION UNIT
The Sport and Recreation team at Hobsons Bay City
Council is responsible for managing the use of
Council’s sport and recreation facilities. Please find
below a list of important contacts:
Sport and Recreation Officer - 9932 1290
For all general enquiries regarding sport and recreation facilities in Hobsons Bay including
facility access and use, occupancy agreements, seasonal allocations, special events and
casual hire.
Sport and Recreation Development Officer – 9932 1297
For all club development and facility improvement initiatives.
1.2 MAINTENANCE REQUESTS
All facility maintenance issues that are Council’s responsibility to address should be
registered with Customer Service via:
a) Snap, Send and Solve smart phone app:
b) Telephone 9932 1000 or email [email protected]
c) Council’s Website - www.hobsonsbay.vic.gov.au/Services/Request-a-Service
You will receive a customer ID number when registering your issue and can contact
Customer Service on 9932 1000 to track the progress of your enquiry.
After Hours – 9932 1000
For all emergency facility maintenance issues.
Please note that in the event of an emergency at any facility please contact 000
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 4
2. FACILITY ACCESS
Council allocates access to its sport and recreation facilities under licence, lease and hire
agreements. All user groups are required to enter into an occupancy agreement with Council
prior to using a sport and recreation facility.
The Sport and Recreation Facilities – Licence, Lease and Hire Agreements Policy has been
established as a framework for Council to establish occupancy agreements with eligible
groups. Council has also prepared standard licence, lease and hire agreements for the use
of its sport and recreation facilities. The club’s occupancy agreement will detail the permitted
use of the facilities and all other conditions under which access is granted.
2.1 LICENCE AND LEASE AGREEMENTS
Council will enter into a licence or lease agreement when access to a sport and recreation
facility is required by a club on a seasonal or annual basis. To be eligible to enter into a
licence or lease agreement, clubs must:
be legally incorporated
carry $20 million in public liability insurance cover
have met its obligations under previous agreements with Council; and
be affiliated with their State Sporting Association or Peak Body.
Council will not offer a licence or lease agreement where a club has a history of
substantiated complaints regarding its behaviour from local residents, State Sporting
Associations, other user groups or Council officers.
Council Liaison Officer
Sport and recreation clubs which occupy a facility under a licence or lease agreement are
expected to nominate a Council Liaison Officer to act as the first point of contact for Council
regarding all operational matters. Clubs must ensure they provide Council with up to date
contact details for the Council Liaison Officer and all Committee Members.
Reporting Requirements
Clubs operating under a licence or lease agreement must provide the following information
to Council on an annual basis:
name and contact details of the Council Liaison Officer and Committee Members
information on participation numbers and (if applicable) team numbers
copy of current public liability insurance certificate for a minimum of $20 million
copy of Incorporation Certificate
copy of key register
copy of current liquor licence (if applicable)
copy of current food registration certificate (if applicable); and
copy of completed Risk Management Checklist (Appendix 2)
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 5
Incorporation
Clubs must be incorporated in order to enter into an agreement with Council to use its
facilities. The Associations Incorporations Act 1981 outlines specific requirements by which
incorporated associations must abide. It is important to note clubs do not automatically
maintain their incorporation status. The lodgement of an annual statement with fee to
Consumer Affairs Victoria is required to remain incorporated. For more information, please
visit www.consumeraffairs.vic.gov.au.
Insurances
To be eligible to access a Council facility, clubs must hold and provide to Council a current
public liability insurance certificate to the value of $20 million (for any one single event) that
covers both club and Council for all claims of injury or damage arising out of club negligence.
Council holds insurance for all buildings it owns. This cover does not extend to club contents
including fixtures, equipment and other belongings. Clubs should consider taking out
contents insurance to cover these items.
Child Safe Standards
The Victorian government has introduced compulsory minimum Child Safe Standards that
apply to all organisations providing services or facilities for children. These standards are
designed to promote the safety of children, prevent child abuse and ensure organisations
have effective processes in place to respond to and report all allegations of child abuse.
Clubs must ensure that all employees and volunteers who are required to apply for a
working with children check under the Working with Children Act 2005 have done so before
working with children. Clubs must ensure that any employee or volunteer that is given a
negative notice does not work with children.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 6
2.2 SEASONAL ALLOCATIONS
Council aims to optimise the use of its sport and recreation facilities through the shared use
of its facilities by multiple groups. Council will enter into licence agreements for shared use
facilities and where seasonal access is required.
Council allocates access to its shared use facilities (i.e. sportsgrounds and pavilions) for the
standard 6 month period sporting competitions operate within being April to September
(winter season) and October to March (summer season).
Application Process
Each season, clubs must submit a formal application via Council’s online allocation system
(IMS) to confirm the times clubs may access facilities for the coming season. Clubs must
also ensure they attach all information requested as part of the application process.
Stage Action Timeline
1. Allocations open Council sends all clubs login
details to IMS via email.
Email sent eight weeks prior
to the start of the season.
2. Allocations close Clubs log in to IMS,
complete the allocation
application, attach all
information requested and
submit the request.
Applications are due four
weeks prior to the start of
the season.
3. Allocations confirmed Council reviews all
applications and notifies
clubs of the outcome of their
application via email.
Notifications sent two weeks
prior to the start of the
season.
Notification of Permitted Times
Two weeks prior to the start of the season, clubs will receive formal notification of the
permitted times and facilities that the club has been allocated access to for the upcoming
season. Allocations are subject to the club providing all information requested as part of the
application process.
2.3 PERMITTED USE
Seasonal allocations provide permission for sporting clubs to access facilities for activities
associated and consistent with their sport, including:
fixtured home and away matches
training sessions for the home and away season
training sessions for finals matches that fall within the season; and
social events associated with the permitted use of the facility
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 7
Night Competition
Clubs must obtain Council approval prior to hosting any night matches. Clubs are
responsible for any costs associated with auditing facilities for the purpose of hosting night
matches. Clubs are responsible for the safety of all participants and spectators during night
matches and must ensure any unlit/unsafe areas are not accessible.
Sub-Letting / Casual hire
Unless a specific provision has been made in a club’s lease or licence agreement, the sub-
letting or casual hire of Council’s sport and recreation facilities to schools and other user
groups is not permitted. Please refer to 2.7 Hire Agreements for further information.
Finals Matches
Seasonal allocations do not provide clubs with access to sportsgrounds for finals matches or
for special events such as Country Week, inter-association matches or tournaments. A
separate casual booking for these activities must be made with Council by the relevant
organising body.
2.4 PRE-SEASON ALLOCATIONS
Pre-season is the period prior to the start of the official winter or summer season. To obtain
use of a sportsground or pavilion for pre-season, clubs must submit a formal application via
IMS. Council will email all clubs advising that applications for pre-season allocations have
opened two weeks prior to the allocation period. For winter sports pre-season allocations will
open in November. For summer sports pre-season allocations will open in July.
Please note that seasonal allocations will be prioritised when determining access to facilities.
Pre-season access will only be considered where the proposed usage does not conflict with
other allocations. Clubs are encouraged to discuss their pre-season program with the other
tenant clubs to ensure there is no conflict.
Please note that facilities may be unavailable for pre-season use where Council has
scheduled end of season maintenance on sportsgrounds or where additional use may have
a negative impact on the condition of the playing surface for the official season.
Clubs are recommended to remain flexible with their pre-season facility requirements. It may
not always be possible to meet all pre-season facility requests. Clubs may not be able to
access their traditional home ground facilities and/or may need to share access to facilities
with other groups. Clubs may be offered access to other open space areas considered
suitable for pre-season training as an alternative.
Clubs must not begin pre-season training until formal notification has been received. This
notification should be taken to all pre-season training sessions as proof of the club’s
allocation.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 8
2.5 SPECIAL EVENTS
Seasonal allocations do not provide clubs with permission to host special events. If your club
is thinking of holding an event, a permit may be required. The application process to obtain a
permit will vary depending on the type of event
you are planning. It is recommended that
clubs contact the Sport and Recreation Officer
as early as possible to discuss the event and
to understand if a permit is required.
Council’s Events Unit has also developed a
series of Event Planning Guides to assist
event organisers. The guides outline the
requirements of Council, regulatory authorities
and emergency services providers and
provide useful information to assist you in
planning and delivering a safe event.
For more information on holding an event in
Hobsons Bay and to obtain a copy of the
guides please visit:
www.hobsonsbay.vic.gov.au/Community/Events-Festivals/Organising-an-event/Planning-to-
hold-an-event-or-festival
2.6 FEES & CHARGES
Fees for the use of Council’s facilities will be detailed in the club’s licence, lease or hire
agreement. Fees for pre-season use will be determined on a pro-rata basis.
Clubs must pay for all services in connection with their use of a sport and recreation facility
including electricity, gas, water, sewerage, IT and telephone.
Where a facility is not separately metered or access is shared with another user group,
Council will determine a fair and reasonable services charge based on the club’s use of the
facilities.
Payment terms for all invoices is 30 days. Clubs unable to pay their account on time or with
an outstanding debt may be required to enter into a payment plan with Council. All payment
plan requests are considered on a case by case basis and approved at Council’s discretion.
Council may terminate a club’s occupancy agreement should an account remain unpaid.
2.7 HIRE AGREEMENTS
Council will enter into a hire agreement when a sport and recreation facility is booked for a
defined activity, event or function. A hire agreement may also be used for a one off casual or
regular booking such as school sports days. The use of sport and recreation facilities outside
of a club’s allocation (i.e. different dates, times or facilities) may also require a casual
booking. Some examples of these are come and try days, family days or any sporting
association use such as representative teams.
Council aims to optimise the use of its sport and recreation facilities through the shared use
of its facilities by multiple groups. Facilities operating under a licence will, where practicable,
be made available for casual use by Council to other user groups.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 9
3. FACILITY MANAGEMENT
The club’s occupancy agreement and this user guide details the conditions under which
access to Council’s sport and recreation facilities is granted. Please contact the Sport and
Recreation Officer if you have any questions regarding the club’s use of Council facilities.
3.1 ALCOHOL CONSUMPTION
All sports clubs that sell or consume alcohol will require the appropriate liquor licence from
the Victorian Commission for Gambling and Liquor Regulation (VCGLR). For more
information on liquor licences please visit the VCGLR website at www.vcglr.vic.gov.au.
Written consent must be provided by Council before a club applies for a new liquor licence or
a variation to an existing licence. Council approval may be granted, withheld or withdrawn at
any time at Council’s absolute discretion. Where Council has provided consent and a club
obtains a liquor licence, the club must ensure that:
alcohol consumption only takes place during the Permitted Times; and
alcohol is not consumed in conjunction with junior training or competition
Council will not provide consent for:
functions for individuals such as parties, anniversaries or other celebrations; or
functions which are otherwise inconsistent with the club’s core sporting activities.
3.2 NO SMOKING
Smoking is not permitted within Council buildings at any time or within 4m of a building
entrance. By law, smoking is banned within 10 metres of outdoor sporting venues during an
underage sporting event, including training and competition.
Clubs must display no smoking signs as requested.
3.3 FOOD HANDLING
In Victoria the Food Act 1984 regulates the sale of food to ensure it is safe and suitable for
human consumption. All food businesses, including sporting clubs, must register under and
comply with the Food Act 1984 as well as comply with the Australia New Zealand Food
Standards Code.
Clubs must not prepare or cook food other than in areas which have been provided or
approved by the Council for that purpose. Clubs must keep food handling areas in a clean
and hygienic state.
Council’s Public Health Unit is responsible for ensuring compliance with the Food Act 1984.
For further information on your club’s responsibilities please contact the Public Health Unit
on 9932 1504 or via [email protected].
Temporary Food Stalls
Clubs who operate temporary food stalls, which are one day events such as sausage
sizzles, fetes, festivals and fundraising events, require a Temporary Food Permit through a
Victorian wide register called ‘Streatrader’. To apply for registration or submit a notification
please visit https://streatrader.health.vic.gov.au.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 10
Coffee Vans, Food Trucks etc.
Clubs must obtain Council approval before allowing any mobile coffee vans or food trucks to
operate at sport and recreation facilities. Mobile food trucks and coffee vans are required to
be registered under the Food Act 1984 through ‘Streatrader’ and are required to submit a
Statement of Trade when attending events.
3.4 ENVIRONMENTALLY SUSTAINABLE PRACTICES
Clubs are encouraged to recycle and reuse materials generated to minimise any waste that
may require depositing to landfill. For example minimising the use of single use plastics such
as plastic bottles, straws, bags, cups and balloons. Clubs are also encouraged to minimise
the consumption of energy and water at facilities. Not only does this have environmental
benefits, the club’s operating costs will also be minimised.
3.5 SIGNAGE
Clubs must obtain Council’s written approval prior to installing any signage at a sport and
recreation facility. Some signage will also require a planning permit. Clubs are responsible
for the installation and removal of all approved signage. Clubs must also clean and maintain
all approved signage in a good condition. Where a club is requested to remove a sign and
does not do so within 14 days, Council may remove the sign and the club will be responsible
for covering the costs associated with the sign’s removal and disposal.
Event Signboards
Clubs can seek approval from Council for a signboard advertising an event e.g. registration
day. Signboards must be erected at the reserve in which the club is located and the total
number of days the sign is displayed cannot exceed 28. Any sponsorship advertising on the
board can cover no more than 20% of the total area of the board. The following information
is required from the club to seek approval for this type of signage:
draft design of the signboard
map location of where the sign is proposed to be located; and
proposed date that it will be erected and removed
Community Signboards
Council provides two community signboard sites for local not for profit organisations or
community groups based in Hobsons Bay to display and promote upcoming events.
Altona - Corner of Millers Road and Civic Parade (south west corner)
Newport - Corner of Walker Street and Mason Street (east of roundabout)
There is an administration fee payable prior to erecting your signboard.
For further information, including a copy of the application form please visit
www.hobsonsbay.vic.gov.au/Community/Events-Festivals/Organising-an-event/Community-
signboard-permits.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 11
3.6 RISK MANAGEMENT
Clubs are expected to complete the Risk Management Checklist provided in Appendix 2 and
return this prior to the start of each season. Clubs should also establish a risk management
plan which sets out the strategies and processes the club has put in place to manage the
risks associated with their activities.
For more information on developing a risk management plan for your club please visit
https://www.sportaus.gov.au/club_development/governance#risk_management and refer to
the Risk Management section.
To ensure the safe and appropriate use of Council facilities clubs must:
comply with all laws and regulations applicable to their use and operation
remain affiliated with their state sporting association or peak body
follow all Council processes as outlined in this document and in Council correspondence
to the club
not engage in or display offensive behaviour/material throughout Council facilities
ensure that no nuisance is caused to members of the public. This includes nuisance
related to noise, vehicles, behaviour, stray balls, patrons and visiting teams
inspect the pavilion and sportsgrounds prior to each use to ensure they are safe and fit
for purpose
ensure that the pavilion and sportsgrounds used are left in a safe manner after each use
not engage in any behaviour that jeopardises or voids the club’s or Council’s insurance
policies
not obstruct any emergency exits, common areas, service ducts, access to fire
prevention devices, lights, windows or anything that allows air into the pavilion; and
ensure that an evacuation plan is displayed at the facility and test the evacuation plan at
regular intervals.
First Aid and Incident Reporting
Clubs must maintain an appropriately stocked first aid kit at the facility. Clubs should have a
documented first aid and incident reporting system to ensure all incidents are recorded. It is
essential that records be kept for a minimum of three years for adults and six years for
individuals under 18, after initial notification of the incident.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 12
4. FACILITY MAINTENANCE
4.1 MAINTENANCE SCHEDULE
Council’s sport and recreation facilities require maintenance to be undertaken by both
Council and clubs. For the majority of sport and recreation facilities, maintenance
responsibilities will be outlined as an Annexure in the club’s licence or lease agreement.
A copy of Council’s standard maintenance schedule can be found in Appendix 1 to this
guide. Where this schedule differs from your club’s occupancy agreement, the
responsibilities identified in the club’s agreement shall prevail.
Please note that clubs are not permitted to undertake any works outside of the
responsibilities identified in the maintenance schedule without the prior written approval of
Council.
All repairs, replacement works, and pest control, must be undertaken by an appropriately
licensed professional who carries an up to date WorkCover Policy (or equivalent) and public
liability, contract works and professional indemnity insurances.
Cleanliness
Clubs are responsible for ensuring facilities are kept in a clean and tidy condition following
each use. This includes removing litter from within the boundaries of the facility, and any
litter that has blown into surrounds.
Equipment
Clubs are responsible for ensuring all
equipment being used meets Australian
Safety Standards. For example, portable
soccer goal posts must meet certain criteria
to prevent accidents, including the ability to
withstand a certain hanging weight. They
should also be anchored and contain a
warning message. For more information
please visit the ‘Product Safety Guide’ page
on Consumer Affairs Victoria’s website at
www.consumer.vic.gov.au.
Security and Keys
Clubs are required to provide Council with a list of key holders annually and advise Council if
any key holders change through the season. Lost or stolen keys must be reported to Council
immediately. The club is responsible for the cost of replacing lost or stolen keys and for the
re-keying of facilities if required. Council issued building locks and padlocks must not be
changed without written consent from Council.
Prior written consent from Council must be obtained before any alarm systems are
connected to a building. Alarm codes must be supplied to Council. The installation of a lock
box also requires the prior approval of Council.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 13
Waste Management
Clubs are responsible for ensuring all waste generated is stored in appropriate bins /
containers and is cleared regularly. Some facilities have access to Council’s fortnightly waste
and recycling collection service (fees apply).
Where Council is unable to provide a waste and recycling collection service that meets a
club’s requirements, the club will need to arrange their own waste and recycling service
contractor.
Council provides clubs with one hard rubbish collection service per year. The service is
limited to household type waste and is subject to Council’s hard waste collection service
conditions.
4.2 FACILITY INSPECTIONS
Council will undertake a formal inspection on the condition of all facilities at least once a
year. This ensures that facilities are being kept at the required standard and clubs are
adhering to the terms and conditions of their occupancy agreement. Clubs will be notified of
when inspections will take place and invited to have a representative present if they wish.
Following these inspections, a report will be generated identifying any issues that require
action.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 14
4.3 SPORTSGROUND INSPECTIONS
Council undertakes regular inspections of sportsgrounds to ensure they are maintained at a
standard that is both safe and suitable for the intended use. Clubs must also inspect
sportsgrounds before each use to ensure suitability of use. Clubs must keep evidence of all
inspections undertaken and report unsafe conditions to Council immediately. Clubs may be
required to cancel use or modify their use of the sportsground to ensure the safety of
participants.
Sportsground Closures
Council reserves the right to close sportsgrounds to use:
- if conditions are such that the sportsground will be damaged through further use
- in order to manage the level of use on the playing surface
- if the playing surface is deemed to be unsafe for the intended use; or
- to accommodate improvement or maintenance works
Please note that clubs must adhere to the direction of Council when sportsgrounds are
closed. Failure to adhere to ground closures may result in further damage to the
sportsground and result in groups being charged the cost of rectification works and / or
having access to facilities revoked. Where a sportsground is closed for an extended period
of time Council will endeavour to find the club an alternative venue where possible.
Management of Sportsgrounds
Clubs are encouraged to shift
training drills to different parts of the
sports ground where possible to
minimise wear and tear throughout
the season. Clubs which are
concerned about the condition of
their allocated sports grounds
should contact the Sport and
Recreation Officer.
Turf Wicket Preparations
Where an allocated sportsground includes a turf wicket table, Council may carry out the
preparation works following the completion of the regular ‘home and away’ season. Council
will liaise with the clubs regarding these works. Finals matches are not to take place on
sportsgrounds without written approval from Council.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 15
5. FACILITY DEVELOPMENT
5.1 CAPITAL WORKS PROGRAM
Council’s annual capital works program identifies all sport and recreation facility
development and improvement projects that Council has committed to delivering within the
financial year. The program is adopted annually as part of Council’s annual budget
development process. Sport and recreation facilities requiring major or minor renewal works
are also funded from this program.
The development of the
capital works program is
informed by Council’s
strategic priorities and long
term financial plan. Sport
and recreation clubs are
able to make submissions to
Council as part of the annual
budget process. Clubs will
be informed of the process
for making a budget
submission annually.
5.2 CLUB WORKS
Council receives regular requests from sport and recreation clubs to undertake capital
improvements to the facilities they utilise. The Capital Development of Sport and Recreation
Facilities Policy provides a framework for clubs to propose capital works and a framework for
Council to consider and approve requests.
Policy Directions:
council approval is required for all alterations to facilities
council will manage or supervise all alterations
proposals for works must be submitted through a formal application process. Not all
proposals will be approved
projects with an unacceptable level of risk or poor alignment with Council’s strategic
priorities will not be approved
clubs will be notified of the outcome of all proposals and estimated timeframe for the
delivery of works; and
the delivery of projects in Council’s adopted capital works program will take precedence.
Projects may be referred to Council’s long term capital works program.
Clubs wishing to undertake any works must first make contact with Council’s Sport
and Recreation Unit to discuss the proposal.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 16
5.3 CAPITAL CONTRIBUTIONS
The Capital Development of Sport and Recreation Facilities Policy provides a framework for
Council to enter into partnerships with clubs to contribute both financially and in-kind to the
capital development of sport and recreation facilities.
Policy Directions:
Council’s contribution towards a project will be determined as part of the annual budget
process
Council will enter into a written agreement for all club contributions
club contributions will not result in a project being delivered ahead of other priorities; and
contributions will not guarantee exclusive use of or access to facilities
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 17
6. CLUB DEVELOPMENT
There’s a lot of work involved in running a sporting club. This section provides an overview
of some of the resources available to help clubs review and improve their operations.
6.1 HOBSONS BAY CITY COUNCIL
Sport and Recreation Unit
The Sport and Recreation Unit at Hobsons Bay City Council is available to provide advice,
connections, training and tools to help clubs improve their operations. We do this by:
organising and facilitating sport specific meetings for clubs and associations to
discuss relevant issues and provide an opportunity to network
hosting workshops and training for club volunteers on a range of topics
producing a regular e-newsletter for sporting clubs; and
meeting with local clubs to discuss their issues and to provide advice on what
resources are available to help their club
For more information on how the Sport and Recreation Unit can assist your club please
contact the Sport and Recreation Development Officer on 9932 1297.
Community Grants
Program
Hobsons Bay City Council
provides funding to support
clubs, community groups
and other not for profit local
organisations for activities
and projects that meet a
community need and
address Council’s priorities.
For more information
please visit
www.hobsonsbay.vic.gov.au/Community/Community-services/Grants-funding/Community-
grants-program or contact Council’s Community Grants Officer on 9932 1000 or email
Fair Play Code
The Fair Play Code is a Victorian Government initiative that outlines the standards of
behaviour expected for everyone involved in sport and recreation. Clubs accessing Council
facilities are required to comply with the code.
To obtain a copy of the Fair Play Code, please visit http://sport.vic.gov.au/publications-and-
resources/community-sport-resources/fair-play-code
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 18
6.2 OTHER RESOURCES
There are numerous resources on almost any topic that are already available to assist
community sporting clubs. Please find below a list of useful websites as a starting point:
Club Development
Sport Aus (Australian Sports Commission) www.ausport.gov.au
Sport & Recreation Victoria www.sport.vic.gov.au
VicSport www.vicsport.com.au
Club Help www.clubhelp.org.au
Good Sports www.goodsports.com.au
Sports Community www.sportscommunity.com.au
Our Community www.ourcommunity.com.au
Department of Sport & Recreation WA www.dsr.wa.gov.au/clubs
AFL Community Club www.aflcommunityclub.com.au
Tennis Victoria www.tennis.com.au/clubs/club-support
Inclusion
Centre for Multicultural Youth www.cmy.net.au
Hobsons Bay Community Fund www.hbcommunityfund.org.au
Sports Without Borders www.sportswithoutborders.org
Play by the Rules www.playbytherules.net.au
Access for all Abilities www.aaavic.org.au
Grants and Fundraising
Sport & Recreation Victoria - Grants www.sport.vic.gov.au/grants-and-funding/our-grants
VicHealth – Active Club Grants www.vichealth.vic.gov.au/funding/active-club-grants
Australian Sports Foundation asf.org.au
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 19
APPENDIX 1: MAINTENANCE SCHEDULE (EXAMPLE)
Council and Club Obligations
Obligation Club Responsibilities Council Responsibilities
GENERAL
Bollards Report any defects or damage. Repair and replace existing
installations as required.
Capital improvements Submit to Council for approval
proposals to undertake works to the
facility. Approved works must
comply with Council’s requirements.
Assess and approve/decline
proposals to undertake works to the
facility.
Car parks & driveways Keep clean and free of litter. Repair and maintain.
Cleaning Cleaning must be maintained at an
acceptable standard.
Arrange for cleaning following
casual hire to other groups (if hired
by Council).
Fencing & gates Report any defects or damage. Repair and replace existing
installations as required.
General waste & recycling Waste to be stored in correct
containers/bins and cleared
regularly. Keep bin enclosure (if
any) clean, tidy and locked.
Maintenance of bin enclosure (if
any). Provision of recycling service
as per Council’s Waste Service and
Charge Policy (fees apply).
Graffiti Report graffiti to Council. Removal of graffiti.
Inspections / audits A representative of the club is
required to attend inspections/
audits of the facility conducted by
Council as requested.
Inspect all sport specific training
and competition facilities before use
to ensure suitability of use. Keep
evidence of inspections. Unsafe
conditions must be reported to
Council immediately.
Regular inspections for cleanliness
and annual maintenance audit.
Litter Remove litter from within the
boundaries of the facility, and any
litter that has blown into surrounds.
Cover costs to Council for removal
of excessive amounts of litter
created by members, visiting teams
or guests.
Remove litter from the surrounds of
the facility.
Paving & paths Keep clean and free of litter. Report
any defects or damage.
Repair and maintain.
Personal hygiene services Install and maintain to a high
standard.
No responsibility.
Pest control Take proper precautions to keep
facility free of rodents, pests and
vermin. Employ pest exterminators
as required.
No responsibility.
Retaining walls & outdoor
steps
Keep clean and free of litter. Report
any defects or damage.
Repair and maintain.
Signage – Council Report any defects or damage. Clean and maintain in good
condition. Repair and replace as
required.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 20
Obligation Club Responsibilities Council Responsibilities
Signage – Club Obtain Council approval and
appropriate permits prior to
installing signage. Clean and
maintain signage in good condition.
Repair and replace as required.
No responsibility.
Trees Report any damage. Obtain Council
approval for any new or additional
plantings.
Maintain, inspect, prune and
remove as required.
BUILDING MAINTENANCE
General
Asbestos auditing Obtain Council approval for any
works planned to be undertaken at
the facility.
Conduct mandatory asbestos audits
in accordance with the Occupational
Health and Safety Act 2004 and
provide information on the location
of asbestos as required. Ensure
maintenance works are carried out
at the facility using methods which
will ensure compliance with
statutory requirements and public
safety.
Building alterations Submit to Council for approval
proposals to undertake works to the
facility. Approved works must
comply with Council’s requirements.
Assess and approve/decline
proposals to undertake works to the
facility.
Electrical wiring Report any defects or damage.
Unless required by a statutory
regulation, any new wiring required
by the Club is at the Club’s
expense.
Note: All works are to be carried out
by Council’s licensed trades
persons.
Maintain, inspect, service, repair
and replace existing wiring.
Grease traps Regularly empty, clean, service and
repair.
No responsibility.
Plumbing, drainage & toilets Keep plumbing, drainage and toilets
free of foreign objects and debris
including mud, athletic tape, baby
wipes etc. and inspect regularly.
Report any defects or damage.
Cover costs to Council to repair
damage or clear blockages caused
by club’s use including by members,
guests or visiting teams.
Unless required by a statutory
regulation or building regulation,
any new plumbing will be at the
club’s expense.
Purchase and installation of water
tanks and water saving devices
must be in consultation with
Council.
Note: All works are to be carried out
by Council’s licensed trades
persons.
Maintain, inspect, service, repair
and replace existing installations,
including toilets, sinks and taps.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 21
Obligation Club Responsibilities Council Responsibilities
Structural Report any defects or damage. Clean, maintain, inspect, repair and
replace roof, gutter, spouting, walls
(internal and external), ceiling, floor,
stumps and footings, etc.
Fixtures & Fittings
Air conditioning & heating Purchase of new installations.
Replacement of existing
installations if purchased by the
club. Obtain Council approval for
any new or replacement
installations.
Clean, maintain, inspect, service,
and repair existing installations.
Replace installations if purchased
by Council. Assess and approve/
decline requests for any new or
replacement installations.
Cupboards, benches &
shelving
Keep clean and in good condition. Repair and replace as required.
Curtains, drapes & blinds Install, clean, repair and replace. Obtain Council approval for any new installations.
Assess and approve/decline
requests for any new installations.
Disability access Keep clean and in good condition.
Report any defects or damage.
Installation of disabled access as
scheduled, to comply with the
Disability Services Act 1991 and
Council’s Capital Works Program.
Once installed, Council will repair
and replace as required.
Disability access - Portable Clean, maintain, inspect, service,
repair and replace.
No responsibility.
Doors Clean and maintain in good
condition. Report any defects or
damage.
Repair and replace as required.
Electrical appliances Clean, maintain, inspect, service,
repair and replace appliances.
Testing and tagging of electrical
appliances as required by
legislation.
No responsibility.
Electrical fittings & lights
(excl. floodlights)
Replace internal light globes.
Report any defects or damage to
fittings and external light globes.
Purchase and installation of energy
saving devices must be in
consultation with Council.
Clean, maintain, inspect, service,
repair and replace electrical fittings.
Replace external light globes.
Floor surfaces & coverings Maintain in a clean, sanitary and
fresh condition. Provision of flooring
mats/rugs. Report any defects or
damage.
Ensure a safe base floor. Repair
and replace floor surfaces and fixed
floor coverings as required.
Fly screens & security grills
(incl. roller shutters)
Keep clean and in good condition.
Report any defects or damage.
Repair and replace as required.
Food handling areas Keep clean and in a hygienic state
in accordance with food handling
plan. Regularly inspect and clean
exhaust fans, flues and filters.
Report any defects or damage.
No responsibility.
Furniture Clean, maintain, inspect, repair and
replace furniture.
No responsibility.
Sport & Recreation Facilities – User Guide (Version 1.0 January 2019) 22
Obligation Club Responsibilities Council Responsibilities
General equipment - Club
property
Clean, maintain, inspect, service,
repair and replace all fixtures,
fittings, plant and equipment,
including general equipment such
as clocks, computer equipment,
portable heaters, photocopiers,
telephones, general office
equipment, furnishings and kitchen
supplies purchased by the club and
make good any damage as a result
of installing or removing such
property.
No responsibility.
Hot water system Report any defects or damage. Clean, maintain, inspect, service,
repair and replace.
Keys & locks Control of keys issued to Club and
maintain an up to date key register.
Report any lost or damaged keys to
Council immediately. Replacement
keys and additional installations at
the club’s expense.
Inspect, service, repair, maintain
and replace existing installations.
Provision of keys to the club –
limited to three (3) sets.
Painting (incl. interior &
exterior walls)
Keep clean and in good condition.
Obtain Council approval for any
additional painting beyond Council’s
standard/frequency. Report any
defects or damage.
Repainting as per Council’s
programmed maintenance
schedule. Assess and approve/
decline requests for any additional
painting.
Security – Council system After hours security call out costs by
either Council’s after hours duty
officer or security patrol where
alarm activation has been caused
through the activities of the club.
Keep security details up to date with
Council. Report any defects or
damage.
New installations and replacement
of existing. Maintain, inspect,
service and repair. Council to pay
costs of monitoring including call-
outs. Respond to after hour alarm
activations and ensure that the site
is safe and secured.
Security – Club system New installations and replacement
of existing. Maintain, inspect,
service and repair. Club to pay
costs of monitoring including call-
outs. Respond to after hour alarm
activations and ensure that the site
is safe and secured. Keep security
details up to date with Council.
No responsibility.
Skylight Keep clean and in good condition.
Report any defects or damage.
Cover costs to Council to repair
damage caused by the club’s use
including by members, guests or
visiting teams.
Inspect, repair, maintain and
replace.
Storage (incl. building,
curator sheds & other
structures installed by
Council)
Report any defects or damage.
Keep passageways clear and
egress maintained at all times. Club
to pay cost of removal of
inappropriately stored items. Install,
repair and replace shelving.
Repair and maintain.
Removal of inappropriately stored
items (at the club’s cost).
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Obligation Club Responsibilities Council Responsibilities
Storage (incl. shipping
containers & other structures
installed by the club)
Keep clean and in good condition.
Install, repair and replace as
required. Obtain Council approval
for any new and replacement
installations. Remove and dispose
as required by Council. Cover costs
to Council to repair damage caused
by club installed storage.
Assess and approve/ decline
requests for any new or
replacement containers/structures.
Telephones, data cabling &
outlets Install, repair and replace. Obtain Council approval for any new installations.
Assess and approve/ decline
requests for any new installations.
Water tanks Report any defects or damage. Repair and maintain.
Whitegoods (incl.
dishwashers, ovens,
cooktops & range hoods)
Report any defects or damage. Clean, repair and replace existing whitegoods to standards as specified in the Food Health Act. For testing and tagging purposes, Council is to be advised of any new whitegoods introduced to the facility.
Assess and approve/decline requests for any new installations. Testing and tagging of whitegoods as required by legislation.
Whitegoods (incl. fridges &
freezers) Purchase, clean, repair and replace whitegoods. Testing and tagging of whitegoods as required by legislation.
No responsibility.
Windows & glazing (incl.
plate glass) Keep clean and in good condition. Report any damage. Club to pay for internal glass breakages.
Repair and replace as required.
Essential Services
Emergency exits Keeping the exits clear at all times. Inspect, repair, maintain and
replace.
Fire protection Maintain kitchen range hood filters
in a clean condition as required for
food handling and fire prevention.
Refill or replace equipment if
inappropriately damaged,
discharged or stolen.
Provision and maintenance of fire
extinguishers, fire hoses, hydrants
and fire detection systems (i.e.
smoke and thermal detectors and
monitored fire panels).
Smoke detectors Inspect and replace batteries no
less than once a year or as
required. Report any defects or
damage. Cover costs to Council to
repair damage caused by club use
including by members, guests or
visiting teams.
Install, repair and replace.
APPENDIX 2: RISK MANAGEMENT CHECKLIST
To be completed by sports club committee members prior to the commencement of each season.
The following questions are to be used as a guide to help your club identify risks and hazard issues that may be present at your allocated facility. The checklist is to be completed by all
tenant sports clubs and returned prior to the commencement of the seasonal tenancy.
Please tick an answer Yes, No, or Not Applicable for each of the following questions. Please endeavour to answer these questions accurately. Answering ‘No’ to any or all of the following
questions does not necessarily mean that you are responsible for injuries or losses arising from the identified hazard. You may, however, be breaching your duty of care if you do nothing
in response to the information that you are gathering (or fail to gather this information).
Further, please keep a copy of the completed checklist as a record that you have carried out the inspection. If you consider that your activities, or the health and safety of any participants
or spectators would be compromised by any of the identified issues, and you cannot immediately rectify them, you need to decide whether or not to proceed with your planned training and
competition.
General Yes No NA
1 Has the club developed a Risk Management Plan?
2 Are all coaches and officials adequately trained and accredited for the positions they are appointed?
3 Have all coaches, officials and volunteers that interact with children provided a valid Working with Children Check?
4 Is there an appropriately stocked first aid kit accessible at the facility?
5 Are there adequate qualified first aid staff available for all training and competition matches?
6 Is there an incident reporting system in place to record all incidents which take place at the facility?
7 Is there information readily available to direct members to nearby medical centres, hospitals etc.?
8 Is the emergency evacuation plan accessible to all members in the case of an emergency?
9 Do you have a Code of Conduct for players, coaches, parents, officials and spectators?
10 Do you have a process for dealing with breaches of the Code of Conduct?
11 Do you have the appropriate valid licences for service of food and alcohol?
12 Do you have the relevant insurances in place to cover members and committee?
Grounds & Facilities
13 Is the playing surface suitable for the activity taking place at the venue?
14 Do ground dimensions and boundaries comply with accepted guidelines for the sport or event to be conducted?
15 Is the surface inspected before every match and training session to ensure it is suitable for use?
16 Is all infrastructure inspected regularly to ensure there are no hazards, e.g. Coaches boxes, perimeter fencing etc.?
17 Is all equipment regularly inspected to ensure it is suitable for the type of activity being undertaken?
18 Does all equipment meet the relevant Australian Standards? e.g. Portable soccer goals
19 Is the access for emergency vehicles kept clear at all times?
20 Is the building inspected regularly for any hazards or maintenance issues?
21 Is all furniture stored away to ensure clear access to all amenities and exit paths?
Given the above, in your judgement, are all of the facilities that you intend to use appropriate for the purposes for which they will be used? Yes No
If you answered “No” to any of these questions, your Club has risk issues that require management.
Please contact Council to discuss the issues identified and determine what steps can be taken to reduce and/or minimise the risk.
If you do not manage these issues appropriately, you expose your Club and members to potential losses and liabilities.
NOTES: (can include actions taken on the day to rectify, notify, or manage identified issues) _____________________________________________________________
______________________________________________________________________________________________________________________________________
Inspection details:
Date of inspection: Facility (e.g. Reserve):
Time of inspection: Form completed by (name):
Location (address): Inspected by (name/position):
Organisation (e.g. Crows F.C., etc.): Primary Activities (e.g. footy training)
Permits required and obtained (list) (e.g. liquor licence, food registration):
Signed: Date: